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Dermatology Office Manager
Ref No.: 20-00412
Category: Biotechnology
Location: New York, New York
The Dermatology Office Manager is responsible for managing, overseeing and ensuring the successful administrative, financial and operational aspects of a practice. He/she is accountable for delivering the following:
  • A patient-centric care experience from welcome to the departure of the facility.
  • A professional and positive environment where staff are engaged, performing according to standards and expectations, as well as invested in the Practice's vision and mission.
  • A welcoming experience where patients will want to come back and refer their family and friends.

As leaders, Practice Managers will recruit, monitor the work of, and manage staff in providing cost-effective and quality care management services. Along with senior management, they examine and coordinate various practice activities to guarantee the medical quality of the facility. Additional duties include liaising with other medical or non-medical departments and ensuring practice compliance of all federal and state regulations and codes.

*Duties may include, but not limited to all or some of the following

Accounting and Finance
  • Works directly with the corporate Finance team.
  • Manages annual operating budget for the site(s). Responsible for cash, revenue and expense management.
  • Develops and manages efforts to improve and maintain cost and utilization trends. Monitors the site expense budget and keeping purchases/expenditures within guidelines.
  • Responsible for inventory management, procurement and ordering.
  • Implements financial policies and procedures.
  • Provides reports on sales, appointments, revenue generations, collections and other KPI (Key Performance Indicators) by provider, site and company, on a monthly basis.
  • Responsible for daily operations and oversight of all areas of the practice including patient flow, staffing, patient relations, customer service, quality of care, schedules, templates and site-operation needs.
  • Manages Provider, Medical Assistant, Care Coordinator, Medical Receptionist and other practice staff scheduling, including PTO. Maximizes provider schedules.
  • Monitors patient flow, manages ongoing daily front and back office operations closely and takes the steps necessary to ensure efficient patient flow.
  • Implements lean process management concepts and strategies that are responsive to quality of service needs.
  • Reviews staffing models and maintains adequate staffing levels/anticipates needs as practice grows.
  • Interacts with all major vendors, sales representatives, and other visitors to the practice.
  • Serves as the point of contact for patients to discuss any concerns regarding their visit.
  • Inspects facility on-a-daily basis for any structural, cosmetic or operational repairs. Develops a plan for property management and equipment maintenance.
  • Follows-up with corporate departments (e.g., HR, IT, Finance, etc.) for support and escalation of operational and/or patient issues.
  • Holds departmental meetings and on-site training sessions as needed.
Human Resources
  • Responsible for all aspects of recruitment, hiring, onboarding for general staff and licensed personnel.
  • Supervises, manages, develops and evaluates performance of all staff on an ongoing basis and in accordance with applicable performance standards.
  • Serves as a mentor or coach to staff and colleagues in quality and performance improvement processes. Collaborates and provides ongoing feedback to practice operational staff.
  • Implements, monitors and takes corrective measures to ensure that the Practice's values are being observed at all times, by all employees.
  • Conducts formal performance reviews of all staff (other than physicians).
  • Collaborates with the HR team in managing employee relations issues such as progressive discipline, suggestions for improvement, and administering terminations as needed. Works closely with corporate human resources to implement company policies and procedures. Assists in the development of procedures and best-practice guidelines.
  • Maintains, implements, communicates and educates/trains on all practice policies and procedures.
  • Assures all aspects of the human resources function are carried out in accordance with local, state and federal laws.
Physician Relations
  • Works closely with physicians and other providers.
  • Communicates policies and procedures clearly.
  • Liaises with corporate team.
  • Provides support in hiring and onboarding new physicians and other providers.
  • Maintains provider licenses, oversight of credentialing and other functions.
  • Maintains professional relations through direct communication and the fostering of positive collegial relationships and work environment.
Business Development and Growth Strategy
  • Develops a marketing plan and budget for the site.
  • Assists in the promotion of physicians, services, and the site.
  • Promotes the company's mission and vision.
  • Works directly with leadership to shape and implement growth plans.
  • Oversees implementation of strategic planning and decisions.Identifies and recommends operational enhancements and efficiencies to reduce costs and increase efficiency and quality.
  • Participates in corporate initiatives and actions that ensure the continued success of the practice.
  • Ensures practice compliance with local, state and federal regulatory requirements.
  • Meets training and education requirements for HIPAA, OSHA, Sexual Harassment Training, CLIA inspections.
  • Maintains patient confidentiality in accordance with policy and procedures, as well as HIPAA requirements.
  • Other various common administrative duties.

  • Must have a minimum of 5 years serving as senior-level management for a mid-large size private practice, dermatology or plastic surgery required.
  • Bachelor's Degree in Business or Health administration preferred. Will consider equivalent work experience.
  • Exhibits strong and effective abilities in teamwork, negotiation, conflict management, decision-making, and problem-solving skills. Proven leadership abilities working with a large multi-disciplined team.
  • Strong human resource and financial background including medical billing and revenue. cycle analysis. Experience managing private practice during times of growth.
  • Strong organizational skills with a great attention to detail.
  • Capability to manage and lead compliance with minimal direction. Accuracy in assessment and documentation of credentials.
  • Able to multitask successfully and prioritize effectively in a fast-paced environment
  • Exhibits passion for outstanding results and service.
  • Possesses excellent communication and computer skills.
  • Able to handle group dynamics (help bringing unity to a diverse group).
  • Comfortable providing constructive feedback and counseling.
  • Takes a proactive approach to business operations.
  • Inspires a positive atmosphere and environment.